Docstoc

OFFICE MANAGER

Document Sample
OFFICE MANAGER Powered By Docstoc
					                     HUMAN RESOURCE MANAGER
The primary focus of the Human Resource Manager will be to establish, document and
maintain positive procedures that assure that all legal and office requirements are
complied with by both the employer and employee, that proper paths and procedures are
established to address any and all issues or concerns that exist or may arise within the
employer employee relationship and develop programs that develop, improve and
maintain conditions which are equitable and harmonious which will posture both the
employer and employees for professional and personal growth.

                                 RESPONSIBILITIES

The Human Resource Manager will report directly to the general manager. Any and all
concerns in respect to company business, posture, change, policy, employee relations,
legal action or issues must be presented to the general manager. The general manager
retains the right of final decision.

The Human Resource Manager will be responsible for structuring, developing, putting
into application and documenting all of the responsibilities of LeGrande Affaire
Limousine Service, Inc.. This is a new position to LeGrande Affaire Limousine Service,
Inc. and therefore further duties, policies, and procedures must be developed and
completely documented as the position is formed. All policies, procedures, legal
requirements, legal forms, legal contact information etc. must be compiled, organized,
properly filed and accessible at all times. It will be their responsibility to educate upper
management as to all of the concerns, policies and procedures which fall under the
jurisdiction of that department.

It is a primary function of the Human Resource Manager to protect the interest of the
company and it's employees by compliance with all laws and displaying an impartial
disposition in any instance where there is arbitration. It will be the responsibility of the
Human Resource Manager to develop, document, put into application and track systems
which will assure compliance by both the employer and employee.

Initial recruiting and interviewing of applications for employment with LeGrande Affaire
Limousine Service, Inc. will be the responsibility of the Human Resource Manager with
direction from the general manager. The manager will be responsible for writing and
placing employment ads, screening of applicants on the telephone and scheduling
interviews.

He or she will have to determine the qualifications and abilities of the applicant, check
references, verify employment history and decide which department the applicant is a
good candidate for, then direct the applicant to the proper department manager to
continue the interviewing process. The general manager and department manager retain
the right to final decision of hiring an applicant.


REV: 6/2/10      HRMANAGER.DOC                                                            1
Procedures for terminating employment will fall under the jurisdiction of the Human
Resource Manager. They will be responsible for assuring that termination is conducted
for just cause, all documentation of just cause is in place and complete, and compliance
with the laws governing termination of employees to assure that there is no legal recourse
to the company. The final exit interviews and documentation of the exit interview will be
the responsibility of the Human Resource Manager.

Scheduling and participation of the initial and annual employee performance review will
be the responsibility of the Human Resource Manager. They must maintain and notify,
respective department managers, of the review schedule and initiate the process at least
two weeks prior to the review date. All necessary considerations, paperwork and
recommendations for the review will need to be documented and brought to the general
manager and department manager for review and editing, as necessary, prior to the review
taking place.

At any juncture that disciplinary action must be taken with an employee or manager, the
Human Resource Manager will need to have all proper documentation of the events
leading to the action documented and be fully involved in the process. The Human
Resource Manager will be giving recommendations, addressing legal concerns and
offering viable resolutions to the general manager and department manager. It will be
their responsibility to assure that all of the proper procedures have been exercised, just
cause for the disciplinary action exists and that viable recommendations and solutions are
offered to address any and all disciplinary action. They must assure that the action that
will be taken is appropriate with the issues causing the disciplinary action, and report
their findings and recommendation to the general manager and department manager prior
to the disciplinary action being imposed. Follow through and monitoring of the
disciplinary action, to assure compliance, along with reporting the results thereof to the
general manger and department manager, will be the responsibility of the Human
Resource Manager.

Company policy allows for any employee to request a grievance meeting to address and
resolve any issue or concern where the employee feels that they have been treated in an
unfair manner. The Human Resource Manager will be responsible to schedule and notify
all individuals that will be participate in a grievance meeting. They will spearhead the
meeting, take minutes and report to the general manager the findings of the grievance
meeting.

Due to the growth of LeGrande Affaire Limousine Service, Inc. and the changing
responsibilities of individuals within the departments, the Human Resource Manager will
be responsible for updating and writing of job descriptions for any new department or
individual as needed.




REV: 6/2/10      HRMANAGER.DOC                                                          2
Workers Compensation and all legal concerns are to be maintained in a current status. It
will be necessary to have all current laws and materials posted and on file. It will be the
responsibility of the Human Resource Manager to assure that all individuals in the
company are aware of their rights and have access to the manager to obtain any
information necessary or address any claims.

Health Benefits are to be administered by the Human Resource Manager. They will also
be responsible for researching and conducting ongoing comparative analysis of health and
insurance plans that are available to assure that the company is offering the best policy
and coverage available to it's employees for the money that is invested. The information
needs to be presented to the general manager for evaluation. If coverage is to be changed
in any manner the change must be approved and performed by the general manager.

All EDD concerns and Audits are to be performed by the manager. All of the proper
paperwork, forms, laws and any other requirement must be complied with. The manager
must have all current and complete information about the laws governing these concerns.
All claims for benefits must be presented to the general manager immediately.

All CAL/OSHA requirements are to be conformed with. It will be the managers
responsibility to assure that any and all requirements are met or exceeded. Additionally,
the manager must evaluate all aspects of , and thoroughly inspect, the entire facility, on a
routine bases to assure that all requirements are met. Any discrepancy in compliance with
the law must be brought to the attention of the general manager immediately.

The manager will be responsible for maintaining the proper posting of all Labor Laws,
laws governing sexual harassment, and non-discrimination laws. They will review and
monitor company policy to assure that all laws are complied with. They will be required
to educated employees at all levels as to their rights, duties, and responsibilities.

Emergency procedures for natural and man made disasters need to be established,
documented and posted for all employees to be made aware of procedures in any given
life threatening situation.

Fund Raising for Employees will be one of the functions that the Human Resource
Manager will be responsible for. They will be required to establish working relations with
people and organizations that can offer various items or benefits, to be given away and/or
raffled, to company employees, from which the monies will be used for the chauffeurs
fund and various company functions geared to benefit the employees.

Development of employee contests to motivate and induce a healthy sense of competition
amongst the employees will be the responsibility of the Human Resource Manager. They
need to use their experience and imagination to develop, document, put into application
and track ongoing programs geared at making the working environment fun and
pleasurable.

Employee incentives geared to develop good morale and reward employees, at all levels,
for a job well done are to be developed, documented, put into application and tracked. All
REV: 6/2/10      HRMANAGER.DOC                                                            3
contests and incentives have to be approved by the general manager. It is the posture of
the company to develop as many incentives as possible to assure high morale, a positive
work environment and the continued growth of the employees and company.

Employee will be responsible for typing write-ups for multiple departments. They will
get approval from the General Manager and then give the write-up to the Department
Supervisor for presentation to the offending employee. This must be done within three
days of notification of the write-up. After the write-up has been given, the employee will
post the write-up in the computer and make copies for the appropriate persons, and filing
in the General Manager’s office. The turn around time for all write-ups to be given to an
employee and returned is three days. The Employee will be responsible for tracking write
ups given to the Operations Department and be sure they are returned, posted and filed in
a timely manner. If a write-up consists of payroll deductions, the employee will be
responsible for getting those deductinos to the General Manager before the next pay
period.

Files are to be developed, organized and maintained in respect to all of the functions of
the Office department. It will be necessary to keep upper management advised as to all of
the necessary information, documentation, legal information, forms etc. that are required
within the department and instruct them as to the proper usage of the material.

A very important function of the manager will be to evaluate each department within the
company and determine any problem areas and address those areas with viable
recommendations and solutions. It is the intent of the company to streamline, refine, and
develop procedures in each department which creates an atmosphere that is conducive to
professional and personal growth, while at the same time reducing the rate of attrition.

It is the intent of LeGrande Affaire Limousine Service, Inc. to offer it's employees some
type of retirement compensation for their employment with the company. The Human
Resource Manager will be responsible for compiling all information necessary, and report
to upper management with it's findings about 401K plans, profit sharing, stock options,
retirement packages etc. The manager will need to present as many options as possible
from which the company will choose which will be offered.

Arbitration of issues that arises between the employee and employer will be a very
important function that will be addressed by the manager. All issues need to be properly
documented, laws complied with and all parties informed of their legal rights.

The Human Resource Manager must also obtain a knowledge of the Administrative
Assistant and Office Administrator and perform their duties in their absences. It must be
the goal of the Human Resource Manager to learn all aspects of the business.



Employee is responsible for backing up the Reservations Database. This is to be done on
a nightly basis. The Server is scheduled to backup every day at 2:00 AM. To ensure a

REV: 6/2/10      HRMANAGER.DOC                                                          4
successful backup, the employee will reset the server. In order to do this, employee must
inform all others that they need to log off the reservations program for a few minutes.
Employee must be sure to have PC Anywhere running at all times. Every morning,
employee must check to make sure the computer backed up successfully. To do this,
Double click on the IOMEGA icon (Desktop), click on IOMEGA (The Works), and click
on the message log. If the back up had any errors, employee must perform a manual back
up.

Employee is also responsible for working with computer consultants regarding LeGrande
Affaire’s email, DSL, Mdaemon and internet access and keeping the General Manager
updated on any email or internet complications that occur and purging the system
monthly and backups daily.

                                     SCHEDULE
LEGRANDE AFFAIRE Limousine Service, Inc. from 7:30AM until 11PM Monday
through Friday. 8:00 am to 11:00pm Saturday and from 9AM until 9PM on Sunday. A
fifty hour work week will be scheduled during these operating hours from 7:30AM until
6:30PM daily. Occasional weekends, on an as needed basis, are required. LEGRANDE
AFFAIRE Limousine Service, Inc. will try to accommodate your schedule needs to the
best of its ability. Time off and vacation requests must be submitted on time off request
slips, at least two (2) weeks in advance, to the VP of Business Development. Submitting
a request for time off does not guarantee that the request will be honored. LEGRANDE
AFFAIRE Limousine Service, Inc. will try to accommodate your requests to the best of
its ability.


                                 COMPENSATION
There are two (2) pay periods within a month, from the 1st day of the month through the
15th day of the month and from the 16th day of the month through to the last day of each
respective month. Payroll calculations are based on these time frames and pay day falls on
the seventh (7th) day after the end of each pay period. Checks are distributed at 3PM on
the 7th day. The only exception is that if the 7th day falls on Saturday or Sunday, pay day
will carry over to Monday at 3PM.

The initial rate of pay shall be a salary of $_____ per month, payable during the normal
pay periods as outlined above. There will be a performance evaluation after 90 days of
employment. If all areas of the contract are being performed in a satisfactory manner, the
rate of pay will be adjusted to $______ per month for the remainder of the year. At the
end of 1 year of employment the employee will receive a performance review. These will
continue on a yearly basis.




REV: 6/2/10      HRMANAGER.DOC                                                           5
              EMPLOYMENT CONDITIONS AND CONTINGENCIES
All new employees are placed on a 90 day introductory period. During this period, the
employee will be instructed and familiarized with company protocol regarding policy,
equipment & computer usage, paper work flow procedures, operational procedures,
industry overview, with all necessary introductions and related functions along
withvarious industry specific information.

On the 91st day of employment the employee is eligible for a performance evaluation.
Comprehension, capability, compliance with company policy, ability to advance along
with all other job related concerns will be determined during this evaluation. Performance
evaluations will be scheduled to take place annually, after the initial evaluation.
Additional evaluations may take place for advancement, disciplinary, performance
monitoring, or any other purpose deemed necessary by management. LEGRANDE
AFFAIRE Limousine Service, Inc. reserves the right to terminate employment
opportunity immediately with any service representative which displays disregard for, or
poses a threat to, company personnel or equipment. Additionally and foremost, failure to
comply with company policy shall be grounds for immediate termination.

This employment agreement may be terminated at any time by either party with proper
notification. This position is considered an “at-will” employment.

                                     BENEFITS
Upon completing the 90 day introductory period, the full time employee will
automatically be added to the company's current health plan at no cost to the employee.
Additional family members and dependents can be added and will be at an additional cost
to the employee for which the employee authorizes LEGRANDE AFFAIRE Limousine
Service, Inc. to deduct the cost for the dependant(s) from their paycheck. The employee
may opt to enroll in LeGrande Affaire’s supplemental accident insurance after completion
of their 90 days. LeGrande Affaire does not pay for this benefit. Furthermore, LeGrande
Affaire offers a 401K retirement plan.


                                     VACATION
The following schedule is the standard vacation plan that is offered by LEGRANDE
AFFAIRE Limousine Service, Inc. starting with the first year anniversary. Any variation
to the vacation plan must be approved by management. A request for vacation must be
submitted on a time off request form at least two weeks in advance. It is recommended
that a vacation time off request be submitted as far in advance as possible.
One (1) week paid vacation after one (1) year anniversary of employment.
Two (2) weeks paid vacation after a two (2) year anniversary of employment.
Two (2) weeks paid vacation per year thereafter.




REV: 6/2/10       HRMANAGER.DOC                                                         6
                                     DRESS CODE
All employees are required to maintain a professional appearance at all times while on
LEGRANDE AFFAIRE Limousine Service, Inc. property. Clothing which is found to be
distractive, or less than desirable, such as tee shirts, pants with holes, clothing that have
racial or offensive slogans, clothing which is revealing or any other objectionable form of
clothing that does not present a professional appearance is not acceptable. If a employee
arrives to work wearing clothing that is not acceptable, they will be required to change
into acceptable clothing before their work day begins. Casual clothing that is professional
and clean in appearance is required. Suit and tie for men or business dress for women is
preferred and highly recommended.


                                      SUMMARY

The ideal individual as the Human Resource Manager is one that takes pride and is
dedicated to a job well done. Has thorough and current knowledge of all labor laws and
practices. A self starter that can structure a department and perform all of the functions
within the structure of the department. Capable of educating upper management of the
responsibilities and procedures of the department. Has an outgoing personality that is
pleasant and capable of making people feel comfortable and assured of being able to be
approached and discuss any and all concerns to the ultimate conclusion, without negative
recourse. Does their job in an impartial manner not having any prejudice, bias or emotion
involved in their decisions, recommendations, performance and attitude. Has good
communication and negotiation skills. Capable of arbitration of issues and grievances in a
fair and impartial manner, quickly and to everyone's satisfaction. Is highly organized and
possesses good written and typing skills. Capable of handling many responsibilities
simultaneously. Has good computer skills.            Displays a willingness to advance
professionally and personally. Is a team player at all levels. Goes the extra step in
whatever function they are performing to assure that duties are performed as well as
possible. Maintains all records and necessary paperwork in a current, organized and
readily accessible status. Protects the interest of the company and the employee.
Maintains a professional appearance, in all respects, at all times. Is willing and capable of
taking on extra responsibilities for professional advancement. Is capable of taking on
issues with customers and addressing those issues to everyone's satisfaction. Resolves
problems and issues that arise in a professional and expedient manner. Is diligent in their
efforts to constantly refine and introduce new operational procedures geared at
accommodating growth for the company and the employee.




REV: 6/2/10      HRMANAGER.DOC                                                             7
Due to the nature and responsibility of the position, this job description, functions and
duties are subject to modification as necessary as the position evolves. This Job
Description supersedes any and all previously written and distributed, prior to the date of
this instrument.



I                                                  , the undersigned have read, agree to and have
              (PRINT YOUR NAME)
received a copy of this job description.

                                                                         Date:
              (Employees Signature)


                                                                         Date:
              (LEGRANDE AFFAIRE Limousine Service, Inc.)




REV: 6/2/10                HRMANAGER.DOC                                                            8

				
DOCUMENT INFO